HomeMy WebLinkAbout20110207 - VIII-C-5
City Council Memorandum
To: Mayor Hicks & City Councilmembers
From: Melanie Mesko Lee, Assistant City Administrator
Date: February 2, 2011
Item: CORE Values Update: Communications Strategy & Philosophy
Council Action Requested:
Approve the attached communications strategy and philosophy as it relates to meeting the City's
adopted CORE Values.
Background Information:
In early 2010, the City Council approved the adoption of CORE values for the City, which
include Communication, Respect for Resources, Service and Enthusiasm. Since adopted, city
staff has worked to incorporate the CORE values into meeting the service goals of the City. The
values have a presence on our website, and staff is working to incorporate it into our City
newsletter, employee evaluation forms, employee newsletter as well as other city initiatives. We
believe that there are many other opportunities to incorporate the CORE values into how we
provide services.
From a communications perspective, we have developed a goal to communicate information in
alignment with the adopted CORE values. To meet that goal, the attached document has been
developed which seeks to clearly articulate what we perceive our responsibility is with regards to
organizational communication.
Financial Impact:
None
Advisory Commission Discussion:
None
Council Committee Discussion:
None
Attachments:
Communications Strategy and Philosophy
City of Hastings
Communications Strategy & Philosophy
Departmental Purpose/Goals
–work to communicate information in alignment with the
City’s CORE Values
City CORE Values
COMMUNICATION
We Value and Promote Participation and Interactions With Citizens and Staff
We Will Seek to Assure Timely and Open Communications, while providing
background and context for the decisions that are made.
Department Role
Proactive
—we will work to anticipate the public’s need for information and help the
public stay informed on relevant city issues
Open
—we will strive to be forthcoming and not unnecessarily bureaucratic; we will
work to be straightforward with the information provided
Accurate
—we will provide correct information; and attempt to dispel inaccurate
information
SERVICE
We recognize the importance of providing timely, courteous and respectful service to
the public and to one another.
We will seek to serve the public and other employees in a constructive, creative and
practical manner.
Department Role
Effective
—we will communicate the message appropriately (media), clearly, and in a
timely manner
Reliable
—we will provide a message that is accurate and clear, we want to tell our
own story, we are the source of accurate city information and want to be the place
that the public goes to for that information
Clear
—we will use “plain English” and avoid technical jargon; put messages in
appropriate context
Coordinative/Collaborative communications
—we will work cross-departmentally to
encourage involvement and education
RESPECT FOR RESOURCES
We Recognize the Value of Using All City Resources in an Efficient and Effective
Manner
We Will Seek to Utilize City Resources to Serve the Common Good of All
Department Role
Broad
—we are open to using a variety of media available to appropriately
communicate to the intended audience
Accountable
—we will take responsibility for providing information, for the policies
and procedures that are in place, and for providing context and explanation for what
we do and why we do it
ENTHUSIASISM
We are Committed to Protect and Promote the Unique Characteristics of Our
Community, Including Its History and Scenic Beauty
We Will Seek to Infuse Enthusiasm and Enjoyment in our Daily Interactions with
Citizens, Visitors and Other Employees
Department Role
Promote
—negative stories will find their own ink; our job is to highlight the day-to-
day positive stories that may go unnoticed
Support
—through our use of media, we will work to support the initiatives of other
entities that contribute to the quality of life in the City of Hastings
Means of External Communication that may be used (topic specific)
Website
—the City’s website is the most comprehensive source of readily available
generally information to the public 24/7. This is a “passive” form of communication,
meaning that users must generally seek out information on the website to learn about
updates. Immediate updates are generally placed on the front page, and users can
sign up for listservs for these updates.
Currently researching additional technical functionality that may be able to tie
o
in with our communication goals.
Organization-wide task group reviews content and layout and offers
o
suggestions for a fresh site
City Newsletter
—periodic written communication mailed to all addresses within the
City. Recent budget cuts, and changing expectations for the methods of
communication have led to the frequency of this form of communication being
reduced. It provides an opportunity to reach out city wide with a physical document
and provide city news, although the timeliness of the information may suffer.
Recent research has led to a competitively priced newsletter that will be
o
generated three times in 2011. The format will be amended to take full
advantage of the reduced mailing schedule.
Press Releases
—a traditional form of communication, generally with a media
focused audience, intended for wider distribution through other media sources. Is
generally added to the City’s website and/or Facebook once issued.
Listserv
—information specific emails are emailed out to users who have signed up
for them.
Social Media
— Social Media are primarily defined as internet and mobile based
tools for sharing and discussing information. The City has a robust Facebook
presence, with regular, active contributions by all departments.
Currently researching use of other social media venues (Twitter, etc.)
o
Means of Internal Communication that will be used may be used (topic specific)
Employee Newsletter
—electronic publication generated with the employee as the
o
audience; intended to provide general city-wide information, with some light content
included. Distributed every other week via e-mail and is available on the City’s
network to be printed on demand.
Currently researching implementing other employee-driven content (employee
o
committee recaps)
E-mail
—targeted electronic communication that can be used to communicate
o
information individually, departmentally, citywide, or to a specific group regarding
both internal and external issues. All city staff now have access to city email; level of
use may depend on position, work schedule, and technological comfort by the user.
Department Staff Meetings—
department heads have a responsibility to provide
o
regular communication to their staff regarding items discussed at management team
staff meetings, and other items of general interest of departmental or city-wide
operational topics. It is encouraged that regular staff meetings (face-to-face) are held,
but electronic communication may also substitute when staff is absent.
All City Meetings—
meetings held at the invitation of the City Administrator,
o
generally on a topic specific
Have recently been utilized during annual budget discussions; may consider
o
other topics as well.
Intranet (under development)—
employee-centric internal website intended to
o
provide internal information for employees relating to policies, forms, procedures,
benefits, etc.
Organization-wide task group has been discussing over last 2+ months.
o
Beginning development, to meet our goal to fully implement in 2011.
Responsible Staff
The City of Hastings uses a modified-centralized communication model. Departments
are encouraged to provide updated information to the public via listservs, website
updates, Facebook and direct mailings to impacted residents and property owners.
Departments are encouraged to provide regular and on-going communication with staff.
Communications staff is available to edit, format and disseminate communication drafted
from departments.
Communication staff and administration may direct the preparation and dissemination of
communication efforts on specific topics or issues as they arise.
Updated: February 2, 2011